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Office Assistant

Rock Solid Janitorial Hampton, VA
  • Expired: 15 days ago. Applications are no longer accepted.
JOB TITLE: Office Assistant
 
DEPARTMENT: Administrative Dept.
 
REPORTS TO: Office Supervisor
 
SCHEDULE: Monday – Friday / 12pm – 5pm
 
BASIC PURPOSE/SCOPE:
Performs complex and confidential secretarial related functions to ensure assigned department/office operations flow smoothly. Types correspondence, memos and reports, and participates in one or more administrative functions such as assisting HR, budgeting, payroll and developing complex spreadsheet tracking reports. Provides guidance, direction and information to employees and supervisors on specific situations that may arise pertaining to administrative issues. Should be customer service driven, have a friendly hospitable manner and excellent phone etiquette
 
 
PRINCIPAL ACCOUNTABILITIES:
Administrative:
  • Answer telephones and forward messages to appropriate personnel.
  • Maintain current and terminated employee files.
  • Receive contract bid requests.
  • Maintain payroll folders.
  • Maintain Key Control Log and Master Key Box.
  • Receive and distribute all incoming mail.
  • Provide customer service to walk in personnel.
  • Accept and assist potential employees with application process.
  • Create and prepare requested reports for analysis by President, Vice President and other executives.
  • Record and distribute Staff Meeting Minutes to appropriate personnel.
  • Coordinate and compile information for company newsletter and distribute quarterly.
  • Compile information needed for Employment Verifications and return to requestor via FAX/Email/Postal.
 
Timekeeping:
  • Input new employees into timekeeping system and assign employee pin number.
  • Update employee and job information in timekeeping system.
  • Review daily reports for budget overages and forward daily reports to appropriate personnel.
  • Review employee overtime and forward overtime reports to appropriate personnel.
  • Ensure employees are clocked in and out appropriately.

Contracts:
  • Create new contract documentation (ie. Startup form, customer satisfaction log, scope of work log).
  • Input new contracts into timekeeping system and assign job pin number.
  • Ensure budgets are set with number of employees.
  •  Setup and maintain no show alerts in timekeeping system for all contracts.
  • Input new contract information and periodic schedule into Cleantelligent.
  • Conduct monthly customer satisfaction calls and surveys.
  • Receive customer complaints and forward to appropriate manager for resolution.
  • Conduct follow up calls with customer on complaints for satisfaction of resolution.
  • Compile, review and email monthly reports for billing purposes.

QUALIFICATIONS:
  • High School Diploma or GED supplemented with course work in typing, business machine and personal computer operations and three to five years secretarial/administrative experience.
  • Proficient in MS Office Suite and a thorough understanding of computer software, browsers, and operating systems.
  • Knowledge of business machine operations, use of personal computers and related software, and accounting/billing processes. Must possess excellent business writing, editing and proofreading skills.
  • Must possess ability to communicate both orally and in writing.
  • Must possess ability to understand departmental operations and procedures.


    Rock Solid Janitorial

    Address

    Hampton, VA
    USA